Keyboard shortcuts for Microsoft Outlook 2013

To print this topic, press the Tab key to select Show All at the top of the topic, press Enter, and then press Ctrl+P.

Basic navigation

To do this

Press

Switch to Mail.

Ctrl+1

Switch to Calendar.

Ctrl+2

Switch to Contacts.

Ctrl+3

Switch to Tasks.

Ctrl+4

Switch to Notes.

Ctrl+5

Switch to Folder List in Folder Pane.

Ctrl+6

Switch to Shortcuts.

Ctrl+7

Switch to next message (with message open).

Ctrl+Period

Switch to previous message (with message open).

Ctrl+Comma

Move between the Folder Pane, the main Outlook window, the Reading Pane, and the To-Do Bar.

Ctrl+Shift+Tab or Shift+Tab

Move between the Outlook window, the smaller panes in the Folder Pane, the Reading Pane, and the sections in the To-Do Bar.

Tab

Move between the Outlook window, the smaller panes in the Folder Pane, the Reading Pane, and the sections in the To-Do Bar, and show the access keys in the Outlook ribbon.

F6

Move around message header lines in the Folder Pane or an open message.

Ctrl+Tab

Move around within the Folder Pane.

Arrow keys

Go to a different folder.

Ctrl+Y

Go to the Search box.

F3 or Ctrl+E

In the Reading Pane, go to the previous message.

Alt+Up Arrow or Ctrl+Comma or Alt+Page Up

In the Reading Pane, page down through text.

Spacebar

In the Reading Pane, page up through text.

Shift+Spacebar

Collapse or expand a group in the email message list.

Left Arrow or Right Arrow, respectively

Go back to previous view in main Outlook window.

Alt+B or Alt+Left Arrow

Go forward to next view in main Outlook window.

Alt+Right Arrow

Select the InfoBar and, if available, show the menu of commands.

Ctrl+Shift+W

Search

To do this

Press

Find a message or other item.

Ctrl+E

Clear the search results.

Esc

Expand the search to include All Mail Items, All Calendar Items, or All Contact Items, depending on the module you are in.

Ctrl+Alt+A

Use Advanced Find.

Ctrl+Shift+F

Create a Search Folder.

Ctrl+Shift+P

Search for text within an open item.

F4

Find and replace text, symbols, or some formatting commands. Works in the Reading Pane on an open item.

Ctrl+H

Expand search to include items from the current folder.

Ctrl+Alt+K

Expand search to include subfolders.

Ctrl+Alt+Z

Flags

To do this

Press

Open the Flag for Follow Up dialog box to assign a flag.

Ctrl+Shift+G

Color Categories

To do this

Press

Delete the selected category from the list in the Color Categories dialog box.

Alt+D

Create an item or file

To do this

Press

Create an appointment.

Ctrl+Shift+A

Create a contact.

Ctrl+Shift+C

Create a contact group.

Ctrl+Shift+L

Create a fax.

Ctrl+Shift+X

Create a folder.

Ctrl+Shift+E

Create a meeting request.

Ctrl+Shift+Q

Create a message.

Ctrl+Shift+M

Create a note.

Ctrl+Shift+N

Create a Microsoft Office document.

Ctrl+Shift+H

Post to this folder.

Ctrl+Shift+S

Post a reply in this folder.

Ctrl+T

Create a Search Folder.

Ctrl+Shift+P

Create a task.

Ctrl+Shift+K

Create a task request.

Ctrl+Shift+U

Command commands in most items

To do this

Press

Save (except in Tasks).

Ctrl+S or Shift+F12

Save and close (except in Mail).

Alt+S

Save as (only in Mail).

F12

Undo.

Ctrl+Z or Alt+Backspace

Delete an item.

Ctrl+D

Print.

Ctrl+P

Copy an item.

Ctrl+Shift+Y

Move an item.

Ctrl+Shift+V

Check names.

Ctrl+K

Check spelling.

F7

Flag for follow-up.

Ctrl+Shift+G

Forward.

Ctrl+F

Send or post or invite all.

Alt+S

Enable editing in a field (except in Mail or Icon view).

F2

Left align text.

Ctrl+L

Center text.

Ctrl+E

Right align text.

Ctrl+R

Mail

To do this

Press

Switch to Inbox.

Ctrl+Shift+I

Switch to Outbox.

Ctrl+Shift+O

Choose the account from which to send a message.

Ctrl+Tab (with focus on the To box), and then Tab to the Accounts button

Check names.

Ctrl+K

Send.

Alt+S

Reply to a message.

Ctrl+R

Reply all to a message.

Ctrl+Shift+R

Reply with meeting request.

Ctrl+Alt+R

Forward a message.

Ctrl+F

Mark a message as not junk.

Ctrl+ Alt+J

Display blocked external content (in a message).

Ctrl+Shift+I

Post to a folder.

Ctrl+ Shift+S

Apply Normal style.

Ctrl+Shift+N

Check for new messages.

Ctrl+M or F9

Go to the previous message.

Up Arrow

Go to the next message.

Down Arrow

Create a message (when in Mail).

Ctrl+N

Create a message (from any Outlook view).

Ctrl+Shift+M

Open a received message.

Ctrl+O

Delete and Ignore a Conversation.

Ctrl+Shift+D

Open the Address Book.

Ctrl+Shift+B

Add a Quick Flag to an unopened message.

Insert

Display the Flag for Follow Up dialog box.

Ctrl+Shift+G

Mark as read.

Ctrl+Q

Mark as unread.

Ctrl+U

Open the Mail Tip in the selected message.

Ctrl+Shift+W

Find or replace.

F4

Find next.

Shift+F4

Send.

Ctrl+Enter

Print.

Ctrl+P

Forward.

Ctrl+F

Forward as attachment.

Ctrl+Alt+F

Show the properties for the selected item.

Alt+Enter

Create a multimedia message

Ctrl+Shift+U

Mark for Download.

Ctrl+Alt+M

Clear Mark for Download.

Ctrl+Alt+U

Display Send/Receive progress.

Ctrl+B (when a Send/Receive is in progress)

Calendar

To do this

Press

Create an appointment (when in Calendar).

Ctrl+N

Create an appointment (in any Outlook view).

Ctrl+Shift+A

Create a meeting request.

Ctrl+Shift+Q

Forward an appointment or meeting.

Ctrl+F

Reply to a meeting request with a message.

Ctrl+R

Reply All to a meeting request with a message.

Ctrl+Shift+R

Show 1 day in the calendar.

Alt+1

Show 2 days in the calendar.

Alt+2

Show 3 days in the calendar.

Alt+3

Show 4 days in the calendar.

Alt+4

Show 5 days in the calendar.

Alt+5

Show 6 days in the calendar.

Alt+6

Show 7 days in the calendar.

Alt+7

Show 8 days in the calendar.

Alt+8

Show 9 days in the calendar.

Alt+9

Show 10 days in the calendar.

Alt+0

Go to a date.

Ctrl+G

Switch to Month view.

Alt+= or Ctrl+Alt+4

Go to the next day.

Ctrl+Right Arrow

Go to the next week.

Alt+Down Arrow

Go to the next month.

Alt+Page Down

Go to the previous day.

Ctrl+Left Arrow

Go to the previous week.

Alt+Up Arrow

Go to the previous month.

Alt+Page Up

Go to the start of the week.

Alt+Home

Go to the end of the week.

Alt+End

Switch to Full Week view.

Alt+Minus Sign or Ctrl+Alt+3

Switch to Work Week view.

Ctrl+Alt+2

Go to previous appointment.

Ctrl+Comma or Ctrl+Shift+Comma

Go to next appointment.

Ctrl+Period or Ctrl+Shift+Period

Set up recurrence for an open appointment or meeting.

Ctrl+G

See also under Views, Calendar Day/Week/Month view, and Date Navigator.

People

To do this

Press

Dial a new call.

Ctrl+Shift+D

Find a contact or other item (Search).

F3 or Ctrl+E

Enter a name in the Search Address Books box.

F11

In Table or List view of contacts, go to first contact that starts with a specific letter.

Shift+letter

Select all contacts.

Ctrl+A

Create a message with selected contact as subject.

Ctrl+F

Create a contact (when in Contacts).

Ctrl+N

Create a contact (from any Outlook view).

Ctrl+Shift+C

Open a contact form for the selected contact.

Ctrl+O

Create a contact group.

Ctrl+Shift+L

Print.

Ctrl+P

Update a list of contact group members.

F5

Go to a different folder.

Ctrl+Y

Open the Address Book.

Ctrl+Shift+B

Use Advanced Find.

Ctrl+Shift+F

In an open contact, open the next contact listed.

Ctrl+Shift+Period

Find a contact.

F11

Close a contact.

ESC

Send a fax to the selected contact.

Ctrl+Shift+X

Open the Check Address dialog box.

Alt+D

In a contact form, under Internet, display the Email 1 information.

Alt+Shift+1

In a contact form, under Internet, display the Email 2 information.

Alt+Shift+2

In a contact form, under Internet, display the Email 3 information.

Alt+Shift+3

In the Electronic Business Cards dialog box

To do this

Press

Open the Add list.

Alt+A

Select text in Label box when the field with a label assigned is selected.

Alt+B

Open the Add Card Picture dialog box.

Alt+C

Place cursor at beginning of Edit box.

Alt+E

Select the Fields box.

Alt+F

Select the Image Align drop-down list.

Alt+G

Select color palette for background.

Alt+K, then Enter

Select Layout drop-down list.

Alt+L

Remove a selected field from the Fields box.

Alt+R

Tasks

To do this

Press

Accept a task request.

Alt+C

Decline a task request.

Alt+D

Find a task or other item.

Ctrl+E

Open the Go to Folder dialog box.

Ctrl+Y

Create a task (when in Tasks).

Ctrl+N

Create a task (from any Outlook view).

Ctrl+Shift+K

Open selected item.

Ctrl+O

Print selected item.

Ctrl+P

Select all items.

Ctrl+A

Delete selected item.

Ctrl+D

Forward a task as an attachment.

Ctrl+F

Create a task request.

Ctrl+Shift+Alt+U

Switch between the Folder Pane, Tasks list, and To-Do Bar.

Tab or Shift+Tab

Undo last action.

Ctrl+Z

Flag an item or mark complete.

Insert

Format text

To do this

Press

Display the Format menu.

Alt+O

Display the Font dialog box.

Ctrl+Shift+P

Switch case (with text selected).

Shift+F3

Format letters as small capitals.

Ctrl+Shift+K

Make letters bold.

Ctrl+B

Add bullets.

Ctrl+Shift+L

Make letters italic.

Ctrl+I

Increase indent.

Ctrl+T

Decrease indent.

Ctrl+Shift+T

Left align.

Ctrl+L

Center.

Ctrl+E

Underline.

Ctrl+U

Increase font size.

Ctrl+] or Ctrl+Shift+>

Decrease font size.

Ctrl+[ or Ctrl+Shift+<

Cut.

Ctrl+X or Shift+Delete

Copy.

Ctrl+C or Ctrl+Insert

Note Ctrl+Insert is not available in the Reading Pane.

Paste.

Ctrl+V or Shift+Insert

Clear formatting.

Ctrl+Shift+Z or Ctrl+Spacebar

Delete the next word.

Ctrl+Shift+H

Stretch a paragraph to fit between the margins.

Ctrl+Shift+J

Apply styles.

Ctrl+Shift+S

Create a hanging indent.

Ctrl+T

Insert a hyperlink.

Ctrl+K

Left align a paragraph.

Ctrl+L

Right align a paragraph.

Ctrl+R

Reduce a hanging indent.

Ctrl+Shift+T

Remove paragraph formatting.

Ctrl+Q

Add web information to items

To do this

Press

Edit a URL in the body of an item.

Hold down Ctrl and click the mouse button.

Insert a hyperlink.

Ctrl+K

Printing

To do this

Press

Open Print tab in Backstage view.

Press Alt+F, and then press P

To print an item from an open window.

Alt+F, press P, and then press F and press 1

Open Page Setup from Print Preview.

Alt+S or Alt+U

To select a printer from Print Preview.

Alt+F, press P, and then press I

To Define Print Styles.

Alt+F, press P, and then press L

To open Print Options.

Alt+F, press P, and then press R

Send/Receive

To do this

Press

Start a send/receive for all defined Send/Receive groups with Include this group in Send/Receive (F9) selected. This can include headers, full items, specified folders, items less than a specific size, or any combination that you define.

F9

Start a send/receive for the current folder, retrieving full items (header, item, and any attachments).

Shift+F9

Start a send/receive.

Ctrl+M

Define Send/Receive groups.

Ctrl+Alt+S

Visual Basic Editor

To do this

Press

Open Visual Basic Editor.

Alt+F11

Macros

To do this

Press

Play macro.

Alt+F8

Forms

To do this

Press

Create an Office InfoPath form.

Click in an InfoPath folder, and then Ctrl+N.

Choose a Microsoft InfoPath form.

Ctrl+Shift+Alt+T

Views

Table view

To do this

Press

Open an item.

Enter

Select all items.

Ctrl+A

Go to the item at the bottom of the screen.

Page Down

Go to the item at the top of the screen.

Page Up

Extend or reduce the selected items by one item.

Shift+Up Arrow or Shift+Down Arrow, respectively

Go to the next or previous item without extending the selection.

Ctrl+Up Arrow or Ctrl+Down Arrow, respectively

Select or cancel selection of the active item.

Ctrl+Spacebar

With a group selected

To do this

Press

Expand a single selected group.

Right Arrow

Collapse a single selected group.

Left Arrow

Select the previous group.

Up Arrow

Select the next group.

Down Arrow

Select the first group.

Home

Select the last group.

End

Select the first item on screen in an expanded group or the first item off screen to the right.

Right Arrow

Calendar Day/Week/Month view

To do this

Press

View from 1 through 9 days.

Alt+key for number of days

View 10 days.

Alt+0 (zero)

Switch to weeks.

Alt+Minus Sign

Switch to months.

Alt+=

Move between Calendar, TaskPad, and the Folder List.

Ctrl+Tab or F6

Select the previous appointment.

Shift+Tab

Go to the previous day.

Left Arrow

Go to the next day.

Right Arrow

Go to the same day in the next week.

Alt+Down Arrow

Go to the same day in the previous week.

Alt+Up Arrow

Day view

To do this

Press

Select the time that begins your work day.

HOME

Select the time that ends your work day.

END

Select the previous block of time.

Up Arrow

Select the next block of time.

Down Arrow

Select the block of time at the top of the screen.

Page Up

Select the block of time at the bottom of the screen.

Page Down

Extend or reduce the selected time.

Shift+Up Arrow or Shift+Down Arrow, respectively

Move an appointment up or down.

With the cursor in the appointment, Alt+Up Arrow or Alt+Down Arrow, respectively

Change an appointment's start or end time.

With the cursor in the appointment, Alt+Shift+Up Arrow or Alt+Shift+Down Arrow, respectively